Dr. Jane Doe
Assistant Professor of Templates
Evaluation for Tenure and Promotion
Submitted January X, 20XX to the evaluating committees at St. Mary's College of Maryland
A new version of this site was created, following the June 24 Bylaws update. This is now the ARCHIVED site.
Submitted January X, 20XX to the evaluating committees at St. Mary's College of Maryland
As reflected in the Faculty Bylaws, the sole artifact under review by the evaluating committees at each stage of formal evaluation and promotion is "the file" – a curated collection of required materials reflecting the professional work of a candidate under evaluation, and singularly assembled by that candidate. This is the case for all four forms of formal faculty evaluation: pre-tenure review, tenure review, three- and five-year post-tenure review, and the review for promotion to full professor.
This Evaluation and Promotion Info Site is meant to provide a broad overview of how to assemble an evaluation file through the NEW (not CLASSIC) Google Sites. Note that this site has been generated by the Academic Affairs office, and is not an official document of the College. Each page includes advice/recommendations on each item included in the bylaws for all stages of evaluation, although not all evaluations will require each element.
If you're feeling overwhelmed about how to begin, below is a *suggested* set of steps to organize the process, although you may certainly find you have a better path for your needs.
Identify what categories of materials are required for your file, and spend some time reading through this Site-- with special attention to notes on this homepage and the specific tabs referencing required materials in your file. There is a tab at the top of the page or in the pulldown "more" menu for each possible section of an evaluation file.
To facilitate creation of your site, in your Google DRIVE, create an overall FOLDER for your evaluation and then create and assign a different Google folder within that for each category of required materials (a folder for your self report, a folder for your teaching materials, etc.). Later when you need to upload these materials onto your Google SITE, you'll be able to find and retrieve them readily. Working from FOLDERS means you only have to change viewing permissions at the "folder" level, which automatically takes care of all materials accounted for inside them (that is, the larger encompassing "folder" supercedes the Google Doc/ Sheet/Chart, etc. in viewing permissions). (You do not want to have to change the permissions on every document, so organizing the materials in folders that have the correct permissions will save you headaches trying to make sure all the documents are accessible.) Add materials to these folders as you gather them so they are ready and organized when you build your Google Site.
Create a new Google Site or select one of the below templates to start on your evaluation file, paying attention to the template instructions and the general notes below on FORMAT. We have created Google Site templates for each stage of evaluation that can simply be copied to your own drive and filled with your own individual evaluation materials. If you use one of these completed templates you will be able to skip some of the steps below.
Templates are available for:
If you have experience working with Google Sites, skip to Step 5. If you've never built a Google Site, CLICK HERE and take 5 minutes to look at Google's very simple tutorial (add pages, change styles, attach documents, etc.). Take another 5 minutes to build a practice site before you create your evaluation site, and you'll instantly feel better about this this whole thing. More good news: if you should hit a snag, it's very easy to Google your questions.
Upload materials from the folders into your Google Site on the appropriate pages using the "Insert: Drive" tab. Remember to click the "PUBLISH" button at the top right of the page to save your changes.
When you're ready to submit, carefully review the tabs at the end of this site on fixing permissions and submitting your file.
The CEC has requested the following to ensure that all files for review have the same standardized format:
When you first generate your site and you start to insert "Pages," you're given the option to run tabs across the top or down the side. Please run tabs across the top . The templates are already set up this way.
In addition to a "Home" page that includes basic identifying info like you see in the heading above, create a separate tab for each required element of your file across the top of the page.
As noted, remember that not every stage of evaluation requires every file element-- please don't include a tab for material you're not required to submit.
Note that there are no expectations for an elaborately designed website; in fact, while you're welcome to choose from the ready-made "Themes" menu and change styles as you see fit, it's useful to approach your electronic file with the same kind of straightforward and professional presentation as you would any academic work.
You can quickly access Google Sites (and all the other Google apps) by going to your SMCM email and looking in the upper right corner, where you'll find the checkerboard icon. Click for quick access to Google Docs, Drive, and scroll to also find SITES. Note: there's both a "classic" and "new" version of Sites, so don't panic if you don't see your evaluation file that you've been working on: you might just need to click on the "New Google Sites" link at left.
When you first create your site, think about the name of your site before you finalize it (it can't be modified). While you might include a recognizable name for those working with multiple sites at once, consider adding some randomized numbers as an extra security step to prevent easy guessing of your site (e.g., https://sites.google.com/smcm.edu/doe7517/home). As a first step to name and save the site you'll be working on, click the purple PUBLISH button. This step will allow you to enter your preferred URL suffix ("doe7517" in the example above), and then type in a short-hand title for the site when viewers click on it (J. Doe Tenure File). Don't worry about "publishing" while your site is still under construction; it's simply a means of saving any changes. You can continue to modify at any time, and no one will be able to view your site unless you've given them the URL.
The first time you set up your site, you'll also decide "WHO CAN VIEW MY SITE." Your choices will be
anyone with the URL
anyone at SMCM with the URL
specific people given permission with the URL
While you may choose any of these options, keep in mind that a smaller set of potential viewers is a useful security measure for info that's part of your personnel file.
Should you prefer the last option, it is your responsibility to include VIEWING (not EDITING) permissions for whomever is in your evaluative chain.
If you're submitting a post-tenure review, only the provost (and Mai Savelle) see your file. If you're submitting any other kind of file, you'll need to add the following:
all members of your Program Evaluation Committee (typically all tenured colleagues in the department)
all current CEC members (see AY23-24 list here:)
Joanna Bartow
Karen Crawford
Eray Duzenli
Sandy Ganzell (Chair)
Pamela Mann
Brad Park
Libby Williams
the VPAA/dean of faculty (klgantz)
the president (tcjordan)
Mai Savelle (mlsavelle)
anyone else you may want to see your file, including in draft form before final submission
IMPORTANT: as you add names to your permissions, be sure you've taken these steps: 1) select "PUBLISHED VIEWER" (and not "EDITOR") from the drop down menu, and 2) DE-SELECT THE CHECKBOX FOR "NOTIFY PEOPLE." DE-SELECTED the option for "Notify people" so the whole string of evaluators doesn't get a confusing invitation to view your file all at once. There's a formal protocol to forward your file to the appropriate viewers.
Reminder: no one will be able to view your site until you
include them in the permissions
PUBLISH the site
send them the URL to the PUBLISHED site.
Once you begin a Google Site, you'll actually generate two companion URLs. The first is the inward-facing, private "editing" URL that you'll officially own, and will allow you to build and modify the site. Mai Savelle is the ONLY person who should also be given editing privileges and access to that editing URL (more on that when you're ready to submit). Once you hit the "PUBLISH" button -- Google Sites' equivalent of "SAVE" so you should click PUBLISH frequently -- you'll then also generate an outward-facing, "public" version of your site. That's the URL that you'll ultimately share with the appropriate people once you're done, and don't worry: nobody can actually view your site unless you've circulated the URL, so there's no scary consequence from hitting the PUBLISH button. You can keep changing and editing and re-PUBLISH-ing right up until the moment you submit the file. You'll note that instructions on the following pages refer to editing functions (the "Insert" menu, the "Publish" and "Add Editors" buttons, etc.) that will be visible on your "editing" URL as you begin building it. Before you jump in, it's advised that you read the page, "Ok: Ready to Submit your File?" for a few other tips on security and permissions.
While this template offers page-by-page notes specific to the evaluation file, it's the candidate's responsibility to fully review the by-laws for a full understanding of the evaluation process. A PDF of the bylaws are included on this site for your reference.
Similarly, be aware that the candidate is responsible for understanding and responding to all due dates involved in the evaluation process. Note that these dates are updated yearly, and that the sequence is different depending on the level of promotion (that is, pre-tenure files are submitted in August, post-tenure review files in October, and tenure and promotion files are submitted in January). A complete and current calendar of all deadlines is posted on the Portal > Dean of Faculty tab > Department Chair Handbook > Chapter 1: Calendars and Schedules.
You have a standing invitation to the Associate VP for Academic Affairs office to seek out support, ask questions, review drafts, and connect with your cohort. A template is a good start, but that's only meant as a supplement, and not a substitute, for real-time support while you work through the evaluation process.